Administrative Assistant - JOB ID# 14207

Position Summary

The Administrative Assistant provides comprehensive administrative support and plays a critical role in ensuring smooth day-to-day operations, supporting department initiatives, and maintaining effective communication with internal and external stakeholders.

Duties/Responsibilities

• Create and distribute documents, correspondence, and communications to provide or request information and keep stakeholders informed about work-related matters.
• Plan and organize program-based initiatives by providing logistical support to meet program needs.
• Serve as point of contact and respond promptly to inquiries via phone, email, and in-person interactions, ensuring professionalism and accuracy.
• Attend meetings as assigned to convey and/or gather information required to perform functions.
• Ensure compliance with local, state, and federal regulations by maintaining accurate and up-to-date records related to individuals and/or program information.
• Handle sensitive and confidential information with discretion.
• Foster strong collaboration across team members, divisions, and external stakeholders to drive the achievement of departmental and organizational goals, ensuring alignment, efficiency, and a shared commitment to success.
• Collaborate proactively with Central Office divisions, including technology, facilities, payroll, and others, to effectively address and support staff needs, ensuring seamless operations and service delivery.
• Comply with all company policies and procedures.

504 Meetings and Calendar Management

• Schedule 504 meetings and other events as needed for the school counseling team.
• Aid in booking office rooms for meetings when needed by staff or students.
• Utilize CTSEDS to create meeting invitations.
• Maintain Google Sheets to track 504 meetings held or needing to be scheduled.

Transcript Requests

• Process transcript requests via google form on AAE website, processing within 1-2 business days.

Grades

• Maintain academic reporting dates alongside AAE Admin Team.
• Work with PowerSchool to ensure the same dates are reflected in PowerSchool/PowerTeacher.
• Communicate to staff about upcoming progress report and report card deadlines.
• Review grade reports for errors.
• Work with Admin and PowerSchool to request grades stored.
• Sending out grade reports to families.
• Compile failing grade data for grades 9-11 after each quarter ends.
• Mail merge failure warning letters to be mailed to families.
• Manage the grade change request process alongside Administrator.
• Re-run Honor Roll if needed.
• Rerun report card and send updated to family.

College Rep Visits

• Schedule College Rep Visits in SchooLinks using school and counselor calendar as guide.
• Schedule 1 to 2 rep visits per week from late September through the end of January.
• Manage calendar, event, and room booking for events.
• Create flyers for each college rep visit; post on Schoology and in announcements.
• PowerSchool: Manage PowerSchool Parent Portal assistance requests.
• Aid Field Trip Advisors with running field Trip Reports.
• Run other reports as needed.

Records

• Work together with Registrar to obtain transcripts for new AAE students.
• May retrieve report cards or transcripts for transferring students.
• Assist with maintaining an orderly records room.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Standing (occasionally, less than 1/3) Walking (frequently, 1/3 – 2/3) Sitting (continually, more than 2/3) Reach with hands and arms (occasionally, less than 1/3) Climbing or balancing (occasionally, less than 1/3) Lifting up to 10 lbs. (occasionally, less than 1/3) Carrying up to 10 lbs. (occasionally, less than 1/3) Moderate Noise

What's in It for You?

• Group Health Insurance Plans
• Basic & Supplemental Life Insurance
• Long Term Disability & Short Term Disability options
• 403(b) Retirement Savings Plan with Employer Matching Contribution if applicable
• Flexible Spending Account Pre-Tax Savings for Health Care, Dependent Care, and Limited Purpose Post Deductible (if contributing to an HSA)
• Comprehensive benefit time package
• Employee Assistance Program
• Bereavement time & Religious Holidays
• Tuition Reimbursement Program
• Employee Network Groups
• Access to professional learning opportunities with two fully paid courses through CREC University each year, empowering you to expand your skills and advance your career!
• Exclusive partnership with Springfield College, offering a 15% discount on tuition for next-level degree programs to support your academic and career aspirations!

Disclaimer Statement

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To access the job description and salary range document, please click here.